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Meeting Date:
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4/23/2025 - 6:00 PM
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Category:
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Purchasing
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Type:
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Action
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Subject:
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14.11 Review and Potential Approval of the Purchase of Bid, Insurance, Contract, and Document Management System for the Purchasing Department
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LCAP (Local Control Accountability Plan) Goal:
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Enclosure
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PlanetBids Quote
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File Attachment:
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Summary:
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The Purchasing Department currently relies on manual processes for bidding, contract management, and insurance verification, which are time-consuming, inefficient, and create risks of non-compliance. To streamline procurement operations, staff proposes implementing PlanetBids, a comprehensive online system that automates bid preparation, submission, and evaluation while maintaining a centralized repository for contracts and insurance documentation. This will enhance transparency, improve oversight, and ensure compliance with public procurement laws. Additionally, digital bid submissions and contract management will reduce administrative costs and increase vendor accessibility, fostering greater competition and potentially leading to cost savings for the district.
Implementing PlanetBids will provide significant operational benefits, including increased efficiency, improved compliance, and enhanced risk management. Automated insurance tracking will help verify vendor qualifications, reducing liability risks, while electronic workflows will enable staff to focus on strategic procurement initiatives. Approval of this system will modernize procurement processes, improve efficiency, and ensure the district meets its regulatory obligations while optimizing financial and operational resources.
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Funding:
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Purchasing & Warehouse/Unrestricted Funding
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Fiscal Impact
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$39,275.00 (which includes a one time $9,000 implementation fee)
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Recommendation:
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Move to approve the purchase of PlanetBids bid, insurance, contract, and document management system for the Purchasing Department
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Approvals:
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Recommended By:
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Signed By:
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Elizabeth McClanahan - Director of Purchasing and Warehouse
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Signed By:
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Robert Sidford - Director of Technology and Innovation
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Signed By:
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Gustavo Aguilera - Executive Director, Fiscal
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Signed By:
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Adrian Vargas - Chief Business Officer
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Signed By:
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Dr. Adam Clark - Superintendent
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Vote Results:
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| Original Motion | | Member Debra Mason Moved, Member Thomas McDougall seconded to approve the Original motion 'Move to approve the purchase of PlanetBids bid, insurance, contract, and document management system for the Purchasing Department'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | Linda Mayo | Yes | | Debra Mason | Yes | | Cherise Khaund | Yes | | Keisha Nzewi | Yes | | Thomas McDougall | Yes | |
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